Health Savings Account Payroll Reconciliation Guide 2016 Xerox HR Solutions, LLC. All rights reserved.
Table of Contents Welcome...3 Reporting... 4 Payroll Reconciliation Report... 5 Contributions...7 BenefitWallet Service Center... 8 2
Welcome BenefitWallet, A Xerox Solution, welcomes you and your employees. The Bank of New York Mellon (BNY Mellon) is the custodian of the FDICinsured HSA checking account. We are one of the leading administrators for Health Savings Accounts (HSAs) providing administrative services and support to employers and members. This guide is prepared for you to summarize the payroll reconciliation process. Our Employer Support Team is available to you and our website provides information and tools to assist you. Getting Started This document provides additional information about the Payroll Reconciliation Compare Report and use of the online application. The Payroll Reconciliation Compare is available through the Reports menu online at mybenefitwallet.com. It is viewable to the primary business contact and all additional users with Report access. To get started, you will need your User ID and password to log in to mybenefitwallet.com. If you are the Primary Business Contact, this is your sub-account number or the User ID you created. If you are a Sub-User, your User ID was designated by the Primary Business Contact for your organization. 3
Reporting Training Training sessions are regularly scheduled every Thursday 1 2:30 PM Eastern. Send requests to HSAWebTraining@xerox.com and include the following for each attendee: Full name Company name (as listed in our system) Phone # Email address Include two (2) availability dates (both primary and secondary choice are required in case there is no availability on the primary date) BenefitWallet offers several reports to assist in HSA administration. These reports are designed to show payroll file statuses, detailed member information and aggregate account information at the group level. The reports available are: File Status Report provides summary information for all files processed by the employer for the selected date range. Any individual file can be selected to view processing details Payroll Repost Report provides details regarding daily reposting attempts into frozen accounts. Account Profile Report provides details at the member level regarding the receipt and processing of payroll files and account status (open, frozen, closed) Monthly Summary Report (available for groups with more than 25 HSAs) - provides a summarized report of monthly transactions including contributions, withdrawals, fees, rollovers and investment activity of the accounts affiliated with the employer code Payroll Reconciliation Compare provides online support to verify consistency of payroll records to year to date posted payroll contributions for the current or prior year. In addition, the payroll reconciliation compare will identify discrepancies for further review. Pending Close Report provides a listing of accounts pending account closure as request for additional documentation to verify the individual s identity has been requested in accordance with the USA Patriot Act. 4
Payroll Reconciliation Report To use the application you will need the current or prior year payroll HSA contributions and SSN/payroll id for each employee. 1. To get started, log in to your employer account and select Payroll Reconciliation Compare from the Reports menu. 2. From the Payroll Reconciliation Compare page, download the Employer Reconciliation Spreadsheet. 3. Use a payroll report from your system to populate the Social Security Numbers and HSA contributions. If you use Employee ID when funding your payroll, use that ID instead of SSN on the file. Save the spreadsheet. 1 2 The application accepts payroll contribution records combined or separated by source (employee/employer). 3 5
Payroll Reconciliation Report 4. A. Upload the saved file using the Browse button. B. Select the year with which to compare. C. Click Upload to obtain results. 5. Review results. You may export results as an excel file. The following statuses may appear: Open - HSA account is open. 4 A B C Frozen - Member needs to open account by signing the Master Signature Card or providing an electronic signature through the First Time User link on mybenefitwallet.com. Invalid - We do not show this SSN on our system. Missing - We have a record listed for a member not listed on your uploaded spreadsheet. 5 6
Contributions Contribution Reminders HSA owners are responsible for ensuring that they do not contribute more than they are allowed under IRS rules. As the HSA custodian, it is our responsibility to ensure that contributions do not exceed the statutory maximum contribution ($7,750 in 2016 and 2017). This includes funding from all sources (employee payroll, employer payroll contributions as well as individual member contributions). Prior year contributions can be submitted by employers or employees between January 1 and April 15 each year. The 2016 and 2017 limits with respect to maximum contribution, catch-up contribution, minimum deductible, and maximum out of pocket are listed below: IRS HSA Limits 2016 2017 Change from 2016 HSA Contribution Limits: Individual Coverage $3,350* $3,400* + $50 Family Coverage $6,750* $6,750* 0 HDHP Minimum Required Deductibles: Individual Coverage $1,300 $1,300 0 Family Coverage $2,600 $2,600 0 HDHP Out-of-Pocket Maximum: Individual Coverage $6,550 $6,550 0 Family Coverage $13,100 $13,100 0 * Persons age 55 or older may make additional "catch-up" contributions of up to $1,000. 7
BenefitWallet Service Center The following are Bank and/or Market Holidays for 2016. For a bank holiday, no payroll will post on these days. For a market holiday, no investment transaction (investment, redemption) will post on these days. For a day that is both a bank and market holiday, neither payroll nor investment transactions will post. Employer Support Team Phone: 866-712-4551 Hours of Operation (Eastern Time) 8:00 am 8:00 pm Monday Friday 9:00 am 6:00 pm Saturday & Sunday BenefitWallet Member Services Phone: 1-877-472-4200 TDD: 1-800-833-8334 Hours of Operation (Eastern Time) 8:00 am 11:00 pm Monday Friday 9:00 am 6:00 pm Saturday & Sunday Day Date Holiday BenefitWallet Holiday Bank Holiday Market Holiday Monday 10/10/2016 Columbus Day x Friday 11/11/2016 Veteran's Day x Thursday 11/24/2016 Thanksgiving Day x x x Friday 11/25/2016 Day After Thanksgiving Market Closes 1pm EST Sunday 12/25/2016 Christmas Day x x x Monday 12/26/2016 Christmas Day Observed x x x Sunday 1/1/2017 New Year's Day Open 9am-6pm EST x x Monday 1/2/2017 New Year's Day Observed Open 9am-6pm EST x x Monday 1/16/2017 Martin Luther King Day x x Monday 2/20/2017 President's Day x x Friday 4/15/2017 Good Friday x Monday 5/29/2017 Memorial Day x x x Monday 7/3/2017 Day Before Independence Market Closes 1pm Day EST Tuesday 7/4/2017 Independence Day x x x Monday 9/4/2017 Labor Day x x x Monday 10/9/2017 Columbus Day x Friday 11/10/2017 Veteran's Day Observed x Thursday 11/23/2017 Thanksgiving Day x x x Friday 11/24/2017 Day After Thanksgiving Market Closes 1pm EST Monday 12/25/2017 Christmas Day x x x Monday 1/1/2018 New Year's Day Open 9am-6pm EST x x 2016 Xerox HR Solutions, LLC. All rights reserved. BenefitWallet is a trademark of Xerox Corporation in the United States.